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Purchasing: Difference between revisions
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Policy No.: '''5000'''<br /> | Policy No.: '''5000'''<br /> | ||
Effective Date: '''04/01/01'''<br /> | Effective Date: '''04/01/01'''<br /> | ||
Revised Date: ''' | Revised Date: '''05/01/18 draft'''<br /> | ||
Reviewed Date: ''' | Reviewed Date: '''''' | ||
<br /><br /> | <br /><br /> | ||
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The commitment of University funds is made by means of an official University purchase order or contract, approved by the appropriate administrative officer or designee. For more information, see [[Contract Signature Authority]]. | The commitment of University funds is made by means of an official University purchase order or contract, approved by the appropriate administrative officer or designee. For more information, see [[Contract Signature Authority]]. | ||
No agent may participate in the selection, award or administration of a purchase order or contract if they have a real or apparent conflict of interest. See UNMC Policy No. 8010, [[Conflict of Interest]]. | |||
== Basis of Purchasing Policy == | == Basis of Purchasing Policy == | ||
The University of Nebraska Medical Center (UNMC) follows the purchasing policy established by the University Board of Regents. For detailed information, see [https://nebraska.edu/docs/board/bylaws.pdf Bylaws of the Board of Regents], Section 6.1 relating to obligation; Section 6.4 relating to contracts; Nebraska Revised Statutes related to public lettings; and the [http://www.nebraska.edu/board/bylaws-policies-and-rules.html Board of Regents Policies], Chapter 6. | The University of Nebraska Medical Center (UNMC) follows the purchasing policy established by the University Board of Regents. For detailed information, see [https://nebraska.edu/docs/board/bylaws.pdf Bylaws of the Board of Regents], Section 6.1 relating to obligation; Section 6.4 relating to contracts; Nebraska Revised Statutes related to public lettings; and the [http://www.nebraska.edu/board/bylaws-policies-and-rules.html Board of Regents Policies], Chapter 6. Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards ([https://www.ecfr.gov/cgi-bin/text-idx?SID=0d3801e083204d6d1c56e6b465e95e09&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1413 Uniform Guidance 2 CFR 200]) requires certain policies be established for sound procurement practices. | ||
== Bid Requirements == | == Bid Requirements and Documentation== | ||
Except as otherwise provided in the Purchasing policy, most purchases committing the University to an expenditure of $150,000 or more require competitive bids. Where competitive bids are called for, a minimum of fifteen (15) days shall elapse between the time bids are advertised or sent and the time of their due date. In the event that the commitment exceeds $250,000, a written report is sent to the Regents. Commitments greater than $400,000 must be approved by the Regents prior to the issuance of a purchase order. | Micropurchases: All supplies or services, in aggregate, under $10,000 may be made without quotations if the price is considered reasonable. | ||
Smallpurchases: Purchases where an expenditure is between $10,000 and $150,000 requires evidence of an adequate number of quotes or bids. The department is required to keep evidence of price quotations, by attaching them to e-requisitions. The UNMC Purchasing Department is available to assist in this process. | |||
Except as otherwise provided in the Purchasing policy, most purchases committing the University to an expenditure of $150,000 or more require competitive bids. Where competitive bids are called for, a minimum of fifteen (15) days shall elapse between the time bids are advertised or sent and the time of their due date. In the event that the commitment exceeds $250,000, a written report is sent to the Board of Regents. Commitments greater than $400,000 must be approved by the Board of Regents prior to the issuance of a purchase order. | |||
===Procurement using Federal Funds === | |||
UNMC will comply with [https://www.ecfr.gov/cgi-bin/text-idx?SID=0d3801e083204d6d1c56e6b465e95e09&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1317 Uniform Guidance Procurement Standards 2 CFR §200.317-326] applicable to Federal Funds. See UNMC Policy No. 6100, [[Sponsored Programs Costing]], for more information about Uniform Guidance. | |||
== Special Requirements == | == Special Requirements == | ||
Because of federal, state, local and university requirements, requisition review and approval is required, prior to the issuance of a purchase order, for the following: | Because of federal, state, local and university requirements, requisition review and approval is required, prior to the issuance of a purchase order, for the following: | ||
===Animal purchases=== | |||
To ensure UNMC complies with Public Law 89-544 ([https://www.ecfr.gov/cgi-bin/text-idx?SID=0d3801e083204d6d1c56e6b465e95e09&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1317 Animal Welfare Act]) and other applicable federal regulations, requisitions for animals must be coordinated and approved by [https://info.unmc.edu/comparativemed/ Comparative Medicine], 402-559-4034. | |||
===Radioactive materials=== | |||
Requisitions for radioactive materials must be coordinated and approved by the Radiation Safety Officer as required by the [http://dhhs.ne.gov/Pages/default.aspx Nebraska Department of Health and Human Services] and UNMC's Radioactive Materials License #01-50-01. | |||
===Capital equipment=== | |||
The specifications of equipment which meet any of the following criteria shall be reviewed by Facilities Management and Planning before a purchase order is issued: | |||
* Equipment or systems which may require special building system support such as steam, chilled water, heating, ventilation, air conditioning, major electrical, fire protection or plumbing (e.g. fume hoods, biological cabinets, sterilizers, ice machines, etc.) | * Equipment or systems which may require special building system support such as steam, chilled water, heating, ventilation, air conditioning, major electrical, fire protection or plumbing (e.g. fume hoods, biological cabinets, sterilizers, ice machines, etc.) | ||
* Equipment for systems which are exceptionally bulky and/or heavy | * Equipment for systems which are exceptionally bulky and/or heavy | ||
===Capital equipment for research=== | |||
Purchase requests for capital equipment valued at $50,000 or greater and used primarily for research purposes must be reviewed by the Office of the Vice Chancellor for Research prior to finalizing the urchase (issuance of a purchase order). This process not only prevents the unnecessary duplication of expensive equipment, but also allows the tracking of the availability of technology on campus in order to maximize use of available equipment. | |||
===Travel agencies=== | |||
The University of Nebraska system has contracted travel agency services with selected agencies. Travel reservations involving funds administered by UNMC are to be arranged through the contract travel agencies. Please refer to UNMC's [[Travel and Reimbursement]] Policy and the [http://info.unmc.edu/procurement/travel/quick-reference.pdf Travel Quick Reference]. To receive additional information, contact [http://info.unmc.edu/procurement/travel/ Travel]. | |||
===Moving companies=== | |||
Authorized moving expenses for the transportation of personal household goods of new employees or relocation of full-time employees should be made solely to UNMC's contract carrier, except as approved and authorized by the Vice Chancellor for Business and Finance or designee. Please refer to UNMC's [http://info.unmc.edu/procurement/travel/quick-reference.pdf Travel Quick Reference]. Contact [https://info.unmc.edu/procurement/accounts-payable/index.html Accounts Payable] for more information. | |||
===Software/IT purchases=== | |||
Equipment, software (either installed locally, on a server or Software as a Service (SaaS)), or systems that connect to the campus network (wired or wireless) for any purpose must have Third Party Risk Assessments per the [https://info.unmc.edu/its-security/policies/procedures/risk-asssessment.html UNMC ITS Information Security Risk Assessment Procedure]. | |||
===[http://info.unmc.edu/procurement/procurement/purchasing-guide/highdollar.html Trade-in of equipment]=== | |||
Trade-ins must be coordinated with [http://info.unmc.edu/management/finance/general-accounting/ General Accounting], [http://info.unmc.edu/procurement/procurement/purchasing-guide/ Purchasing] and [http://info.unmc.edu/procurement/general-supply/ General Supply]. Please refer to the [http://info.unmc.edu/procurement/procurement/purchasing-guide/ Purchasing Information Manual]. | |||
===Purchasing Card=== | |||
The University of Nebraska System has authorized the use of a purchasing card on business-related expenses. Please refer to the [http://info.unmc.edu/procurement/procurement/pcard/ Purchasing Web site] for more detailed information. | |||
==Additional Information== | ==Additional Information== | ||
*[mailto: | *[mailto:robert.jennings@unmc.edu Director, Procurement and Materials Management] or [mailto:kathryn.nelson@unmc.edu, Manager, Procurement] | ||
*[http://info.unmc.edu/procurement/procurement/purchasing-guide/ Purchasing Information Manual] | *[http://info.unmc.edu/procurement/procurement/purchasing-guide/ Purchasing Information Manual] | ||
*[http://info.unmc.edu/procurement/procurement/ Purchasing Home Page] | *[http://info.unmc.edu/procurement/procurement/ Purchasing Home Page] | ||
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*[https://nebraska.edu/docs/board/bylaws.pdf Bylaws of the Board of Regents] | *[https://nebraska.edu/docs/board/bylaws.pdf Bylaws of the Board of Regents] | ||
*[https://info.unmc.edu/its-security/policies/procedures/risk-asssessment.html UNMC ITS Information Security Risk Assessment Procedure]. | *[https://info.unmc.edu/its-security/policies/procedures/risk-asssessment.html UNMC ITS Information Security Risk Assessment Procedure]. | ||
*[https://www.ecfr.gov/cgi-bin/text-idx?SID=0d3801e083204d6d1c56e6b465e95e09&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1413 Uniform Guidance 2 CFR 200] | |||
This page maintained by [mailto:dpanowic@unmc.edu dkp]. | This page maintained by [mailto:dpanowic@unmc.edu dkp]. | ||